Procurement Card

• Simplifies the purchasing process - faster ordering, direct contact with suppliers, faster delivery of product
• Flexibility and control to meet deadlines
• Great for internet purchases when purchase orders are not accepted
• Applies to State and IFR funds
• The State of New York greatly encourages the use of the P-Card

• Assigned to specific state account(s)
• Assigned to an individual - NOT a department
• Training is mandatory - must certify and reconcile all active months and keep supporting documentation for six years plus the current year
• Travel, meals and alcoholic beverages prohibited - Exception - Wegmans, Chartwells and Panera mandatory for food purchases ONLY 
• Cannot purchase restricted items
• Must order from a preferred source whenever possible
• New York State is liable, not individual cardholders

• Mandatory for all goods and services less than $500
• Orders under $4,999
• Items on a centralized commodity ("P") contract
• Maintenance/repairs of equipment
• Books
• Supplies and materials
• Film processing
• Printing
• Registration fees for conferences/seminars
• Memberships, subscriptions
• Shipping charges (UPS, Federal Express PS69557, DHL, etc.)
• Freight
• Approved trademark items
• Online orders

• Reconcile each transaction with the online JP Morgan Chase statement each month
• Reconcile and certify transactions in the SUNY Employee Services Web Portal
• Reconcile and certify your account in SUNY’s Web P-Card application when it becomes available. Reconciliation and certification must be completed within ten business days. You must sign and date the reconciliation/certification page
• Submit all supporting documentation to Bengal Buy within 30 days

Forms and Links